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Title: Executive Assistant
Division & Department: Education Innovations
Status: Full-Time Exempt
Reports to: VP of Innovation
Location: Remote – Anywhere in the Greater Salt Lake City, Utah area
Job Summary
The Executive Assistant helps the Innovations/Product Development team be more effective by supporting the VP of Innovation and coordinating key projects and processes. The ideal candidate will be highly organized, proactive, detail-oriented, and a master of multitasking with exceptional communication skills and a strong ability to manage complex schedules and projects. This role involves typical executive assistant functions, including managing emails, calendars, and travel arrangements, as well as creating reports, maintaining a system of documented processes, and directly managing specific projects.
Essential Job Functions
Executive Support
- Calendar Management: Coordinate and manage the VP’s calendar, ensuring all meetings, appointments, and travel plans are efficiently organized.
- Email Management: Monitor, sort, and respond to emails on behalf of the VP, prioritizing urgent matters and ensuring timely follow-up.
- Meeting Coordination: Schedule and organize meetings, including preparing agendas, materials, and taking meeting minutes.
- Travel Arrangements: Coordinate with the travel department to book travel on behalf of the VP and submit travel expenses. Support travel logistics of other team members as assigned by the VP.
Administrative Duties
- Documentation: Coordinate with the VP, the Directors in Innovations, and the Project Management Office (PMO) to maintain a system of documented processes and procedures for Innovations work using Notion. Ensure all procedures are current and easily accessible.
- Report Preparation: Compile and prepare reports, presentations, and other documents as required by the VP.
- Weekly Dashboard: Collect and compile weekly status reports for projects and initiatives in Innovations. Aggregate quantitative data into visual dashboards and create text summaries of key information. Distribute to the appropriate stakeholders.
- Coordinate Live Meetings: Team members primarily work remotely, but when periodic live meetings are held this person will: prepare meeting agendas, ensure technology for virtual attendees, coordinate meals and snacks, and take meeting minutes. May coordinate logistics and interface directly with the hotel/venue as needed.
Project Coordination
- Project Leadership: Manage specific projects as assigned by the VP, ensuring all tasks are completed on time and within scope.
- Process Improvement: Identify opportunities for improving administrative processes and implement changes to enhance efficiency.
- Cross-functional Collaboration: Liaise with various departments and external partners and vendors to facilitate communication and project progress.
Basic Qualifications
- 3+ years of experience in an executive assistant or similar role
Preferred Skills & Experience
- Bachelor’s degree
- Exceptional organizational and time-management skills.
- Excellent verbal and written communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Apps (Drive, Docs, Sheets, Slides).
- Confident in learning and leveraging new technologies.
- Ability to handle sensitive information with discretion.
- Strong problem-solving skills and attention to detail.
- Project management experience.
- Experience with Notion.
Skills
- Proactive and Resourceful: Able to anticipate needs and take initiative to solve problems independently.
- Adaptable: Comfortable working in a dynamic environment and able to manage multiple priorities.
- Collaborative: Team player with strong interpersonal skills and the ability to work effectively with diverse teams.
- Balance Courage and Consideration: Drive results and confront issues directly while seeking to understand others perspectives and maintaining high-trust relationships.
Unless otherwise noted, applications will be accepted for a minimum of three (3) days from the initial published date on the FranklinCovey job board, but the posting may close at any time after the specified duration.
Employer Information
Please visit franklincoveybenefits.com for a complete US benefits overview. Benefits may include medical, dental, or vision insurance, HSA, PTO, 401(k), holiday pay, employee stock purchasing options, or other benefits. To determine status eligibility, visit https://franklincoveybenefits.com/enroll/.
For an overview of our Interview Process, please visit https://franklincovey.com/careers/working-at-franklincovey/.
FranklinCovey is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Please visit https://www.franklincovey.com/careers/notices-and-provisions/ for our full Equal Employment Opportunity policies and Notice and Pay Transparency Nondiscrimination Provision.
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